Overview
Breakdown of required supporting documents/attachments required on requisitions for different purchase types under $100K.
The table outlines the required supporting documents/attachments required on requisitions for different purchase types as well as providing guidance on which BearBuy forms to use for these purchases.
Purchase Type (Under $100K) | HIPAA (BAA) | IT Security AssessmenT | Insurance Certificate | Statement of Work | Supplier Quote or Proposal | Additional Information and BearBuy Form Use |
---|---|---|---|---|---|---|
Capital Equipment | yes | yes |
| |||
Cloud Computing Services | yes If purchase involves Protected Health Information (PHI) | yes* | yes | yes | Use the Software and Cloud Computing Form to create a requisition for your purchase. | |
Cloud Software - Related to services | yes If purchase involves Protected Health Information (PHI) | yes* | yes | yes | yes | Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase. |
Computers and Peripherals | yes | yes |
| |||
Consulting, contracting, Insurance/Finance service; Healthcare service; Security service (0Including Individual or independent professionals) | yes If purchase involves Protected Health Information (PHI) | yes** | yes | yes | yes | ** If Personally Identifiable Information (PII) or National Provider Identifier (NPI) information is accessed, transmitted or stored.
|
Freight-Goods Transportation Service | yes | yes | Use the BearBuy Amount-Based PO Form to create a requisition for your purchase. | |||
Drug Enforcement Agency (DEA) Controlled Substance (Drugs/Pharmaceuticals) | yes | yes | Use the BearBuy DEA Controlled-Substances Form to create a requisition for your purchase. | |||
Custodial Service | yes | yes | yes | Contact the Facilities Department first before making a purchase. For services outside of UCSF standard custodial services, please check with your Department-Assigned Buyer. | ||
Employee Development/ Training | yes | yes | yes | Use the BearBuy Professional Services/ Independent Consulting Form to create a requisition for your purchase. | ||
Facility Rental Services | yes | yes |
| |||
Goods - Supplies and Materials (Research; Lab; Office; Cleaning; Medical; Law Enforcement; Books; Lab Instruments) | yes | yes |
| |||
Office Furniture | yes | Purchase these items from the BearBuy One Workplace punch-out. | ||||
Printing and Mail Handling | yes | yes | yes | |||
ReadyRefresh (Arrowhead) | yes | Use the BearBuy Standing Order Amount Form to create a requisition for your purchase. | ||||
Repair/Maintenance | yes | yes | Use the BearBuy Amount-Based PO Form to create a requisition for your purchase. | |||
Services – common services (graphics services, printing forms/stationary; audio/visual supplies; uniforms; lease and rentals, web design/ development, lab sequencing) | yes If purchase involves Protected Health Information (PHI) | yes* For web design | yes | yes | Use the BearBuy Amount-Based PO Form to create a requisition for your purchase. | |
Software and Software Licenses | yes If purchase involves Protected Health Information (PHI) | yes* | yes | yes | yes |
|
* If supplier handles or stores University of California (UC) data or connects to the UC network.
LESS COMMON PURCHASE TYPES (Under $100K) | HIPAA (BAA) | IT Security Assessment | Insurance Certificate | Statement of Work | Supplier Quote or Proposal | Additional Information and BearBuy Form Use |
---|---|---|---|---|---|---|
Leases (vehicle, capital, operational); not including real estate leases | yes | yes | Use the BearBuy Amount-Based PO Form or Capital Equipment Form to create a requisition for your purchase | |||
Music and Arts | yes | yes | yes |
| ||
Moving Expenses (e.g.; research equipment) | yes* If purchase involves Protected Health Information (PHI) | yes | yes | yes | * If moving research information stored in the equipment or paper files with Personally Identifiable Information (PII) and Protected Health Information (PHI). The Risk Management Department may need to be consulted to determine the need for a Business Associate Agreement (BAA).
| |
Photography and Video Services | yes If purchase involves Protected Health Information (PHI) | yes | yes | yes |
| |
Tax-Free Ethyl Alcohol |
|
For questions regarding this checklist, email [email protected].
Updated as of June 8, 2018
Capital Equipment
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Use the BearBuy Capital Equipment Form to create your requisition.
- Provide the Custody Code and Asset Location in the Asset Management section of your cart.
- Purchases involving trade-in: Fill out Equipment Inventory Modification Request Form (EIMR) Form from the Controller's Office website.
Cloud Computing Services
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase.
- HIPAA is required—if the purchase involves Protected Health Information (PHI).
- IT Security Assessment is required—if supplier handles or stores University of California (UC) data or connects to the UC network.
Cloud Software - Related to services
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
- Statement of Work
Additional Information and Requirements:
- Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase.
- HIPAA is required—if the purchase involves Protected Health Information (PHI).
- IT Security Assessment is required—if supplier handles or stores University of California (UC) data or connects to the UC network.
Computers and Peripherals
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Preference is to shop for these items in the BearBuy catalogs: Apple, CDWG, Dell, SHI.
- This documentation is not needed for catalog items from these suppliers.
Consulting, Contracting, Insurance/Finance service; Healthcare service; Security service
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
- Statement of Work
Additional Information and Requirements:
- Fair Wage/Fair Work may apply to these purchases.
- For individual professionals or contractors, please also include the Pre-Hire Worksheet and the Conflict of Interest Form
- HIPAA is required—if the purchase involves Protected Health Information (PHI).
- IT Security Assessment is required—if Personally Identifiable Information (PII) or National Provider Identifier (NPI) information is accessed, transmitted or stored.
Freight-Goods Transportation Service
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Use the BearBuy Amount-Based PO Form to create a requisition for your purchase.
Drug Enforcement Agency (DEA) Controlled Substance (Drugs/Pharmaceuticals)
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Use the BearBuy DEA Controlled-Substances Form to create a requisition for your purchase.
Custodial Service
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
- Statement of Work
Additional Information and Requirements:
- Contact the Facilities Department first before making a purchase.
- For services outside of UCSF standard custodial services, please check with your Department-Assigned Buyer.
Employee Development/ Training
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
- Statement of Work
Additional Information and BearBuy Form Use:
- Use the BearBuy Professional Services / Independent Consulting Form to create a requisition for your purchase.
Facility Rental Services
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
Additional Requirements and BearBuy Form Use:
- Use the BearBuy Facility Rental Form to create your requisition when you have a contract for your purchase.
- Use the BearBuy Meeting and Entertainment Payment Request Form when you do not have a supplier contract.
- All Facility Rental purchase order payments/invoices must be accompanied by the Supplemental Form (send to AP).
Goods - Supplies and Materials (Research; Lab; Office; Cleaning; Medical; Law Enforcement; Books; Lab Instruments)
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Preference is to shop for these items in the BearBuy catalogs.
- This documentation is not needed for catalog items from these suppliers.
- If item is not found in BearBuy catalogs, use the BearBuy Non-Catalog Form to create a requisition for your purchase.
Office Furniture
Supporting Documents Required:
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Purchase these items from the BearBuy One Workplace punch-out.
Printing and Mail Handling
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
- Statement of Work
ReadyRefresh (Arrowhead)
Supporting Documents Required:
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Use the BearBuy Standing Order Amount Form to create a requisition for your purchase.
Repair/Maintenance
Supporting Documents Required:
- Insurance Certificate
- Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
- Use the BearBuy Amount-Based PO Form to create a requisition for your purchase.